Distribution and Transmittals in eB

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Distribution and Transmittals in eB

Assetwise Training Series

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• Document Distribution– An eB function that distributes documents to

identified people and keeps records of who has what and for how long.

• Distribution Order– An electronic record of a batch of documents to

be distributed, the people who will receive them, and the status of those deliveries.

• Transmittal– A record of the delivery of one or more

documents to a single person.

eB Distribution Terminology

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• Keeps track of documents circulating withinthe organization or out to other organizations

• Handles paper and electronic files• Works with eB internal users and external users• Uses Distribution Orders and Transmittals to

manage distribution• Tracks who has copies & for how long• Notifies holders when documents are revised

eB Document Distribution

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• Three major parts to distribution– Distribution Orders—requests for

electronicor paper copies

– Transmittals—filling the requests– Copy disposition—return or destruction

of distributed copies

Distribution Orders and Transmittals

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Distribution and Transmittal processCreate Distribution Order

Add Distribution Items

Approve Distribution Order

Print cover sheets

Commit Distribution Items via Transmittal

Cancel Distribution Order

Distribute copies

Acknowledge receipt

Recall Distribution Order

Receive returned copies

Orders

Transmittals

Disposition

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• Document Controller—the gatekeeper for distributing documents & creating transmittals

• Distribution Order may originate from Document Controller or as a request from an eB user

• Transmittals may need to be sent to “internal” users with access to eB

• Transmittals may need to be sent to “external” users with no access to eB

• Transmittals include paper and electronic files

Distribution participants and scenarios

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• A reusable list of persons & addresses• Simplifies repetitive distributions to same audience• Includes preferred address and media type• Stand-alone or linked to documents

Distribution Lists

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Creating Distribution Lists

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Creating Distribution Lists (cont)

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• Distribution Wizard acts on Documents & Persons in Basket

Creating Distribution Order via Basket

Launches Distribution Wizard

Basket Actions

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Adjust Persons on Distribution Order

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Set Distribution Order Options

Track documentsby project

Allow changesbefore committing

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Distribution Order

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Distribution Item StatusPending Added to the order, but no action taken yetCopy Creation Required

Assigned to a person, but no eB Copy object is available

Allocation Pending eB Copy available, not assigned to a personAllocated An eB Copy is assigned to the personIssued The item has been committed, the issue date is fixed,

and the person is a “holder”

Returned The eB copy is freed for subsequent distribution, and the person is no longer a holder

Lost or Destroyed The eB copy is marked as destroyed, and the person is no longer a holder

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• Distribution Items are one per person per document• Transmittals are one per person (multiple documents)

Distribution Items and Transmittals

Transmittals remain pendinguntil committed

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Sample Transmittal

Document copies to be transmitted to this person

Commit Issueto lock down transmittal

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• eB creates Copy objects for each transmittal in the distribution

• Copies are reserved for each person

Copy Creation for Transmittals

Copy objects are created and assigned to each person in the distribution

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• Documents list Holders, People list Documents Held

Document Holders

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GoalCreate a Distribution Order using the wizard in eB Web

Exercise: Create a Distribution Order

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Distributing electronic files internally

eB Users

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• Internal users have access to eB• No need to export files—eB is the repository• eB can just send a link to people

Internal Distribution of Electronic files

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Emailing transmittals

Sends email withlink to transmittal

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Distributing electronic files externally

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• Must support large files, many files• Email attachments usually are not sufficient• Specify export location for files• Recipients are given access to exported

files

External Distribution of Electronic files

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Specifying Export Location for files

Preferences for Export / Import

Share location forclient machines

Export location for app server

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• Process is similar for internal and external people

• Electronic and non-electronic files may need to be delivered as paper

• Non-electronic files need to be copied• Electronic files can be printed

Paper Distribution

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GoalDistribute electronic or paper copies and transmittals

Group Exercise: Distributing copies

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• A receipt is confirmation that the person got the copy• Use the action Acknowledge Receipts on the

Transmittal• Receipt records the date of the receipt• Receipt can be from return of cover sheet or other

means

Acknowledging Copy Receipt

Records the dateof the receipt

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• Copies can be returned or destroyed when theperson has finished with them

• Copies can also be changed to a new holder

Returning Copies

Change copy to new personReturn or destroy

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• Specify a location when returning a copy

Specifying a Return Location

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GoalMark copies as received and then returned

Exercise: Recording Returned Copies

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• The stages of the request and fulfillment process• What a distribution list is used for• The purpose of a distribution order• How to create a distribution order with the wizard• How to distribute copies and transmittals• How to view copy holders• How to acknowledge receipt of copies• What are the disposition options when

users are finished with copies

What We’ve Covered

Distribution and Transmittals in eB

Documents

Transcript of Distribution and Transmittals in eB